Enroll members, register vehicles, and assign drivers
The order to add committee members, their registered vehicles, and assigned drivers in the VCMS console.
Updated
In the VCMS committee console, a member is a vehicle owner your committee administers. A staff login is someone who signs in to run the console. Records depend on each other: add members first, then vehicles, then drivers.
Sign in
Open the console and choose Sign in. Use the email and password for your committee staff account. After sign-in you land on Dashboard.
1. Add members
Go to Operations → Members and choose Add member. Name and Phone are required. You can also enter mobile, email, date of birth, address fields, Status (Active or Inactive), notes, and a photo.
From the members list row menu, choose Copy portal link to share a read-only summary with that member. They do not receive a staff login.
2. Register vehicles
Go to Operations → Vehicles. If no members exist yet, the page shows Add a member before registering vehicles.
Choose Add vehicle. The wizard has four steps:
- Identity — pick an Owner (member) and enter the Registration number
- Specs — make, model, year, colour, seats, transmission, and fuel
- Photos & Documents — up to 10 images and 10 documents per vehicle
- Records & Notes — bluebook, insurance, chassis number, and engine number
Every vehicle must belong to a member. You can reassign an owner when editing a vehicle.
3. Assign drivers
Go to Operations → Drivers. Without a vehicle you see Add a vehicle first — every driver is linked to one.
Choose Add driver. Select a vehicle from Select a vehicle…, then complete Identity & contact, License, and Documents & notes. Name is required.
Member detail page
Open a member to see their vehicles, invoices, payment plans, and a Manage alerts button for SMS assignments.
Caveats
- The Staff role can add and edit members but can only view vehicles and drivers — not register them. See staff roles and access.
- Deleting a member removes them from active lists. Linked vehicles and drivers remain in the database.
- Enter bluebook and licence expiry dates accurately. They feed renewal alerts and the Renewals due report.
Next: payment types, plans, and invoices. For bulk entry, see import and export records.